The back office for propane operations of any size.
A guy and a truck up to a thousand-vehicle fleet across a dozen depots. Bulk delivery, cylinder exchange, will-call, monitored tanks, state fuel-assistance work, and a service department riding the same trucks. KozyOps is the back office, the field app, the customer portal, and the card processor for that whole operation.
What a propane operation actually faces
Bulk routes and cylinder swaps behave differently. Half your customers are will-call, half are on a schedule, and a growing slice run on tank monitors. The customers who burn the most gallons are the ones you can least afford to run dry. State fuel-assistance authorizations expire whether you remembered them or not. And once your route board crosses a handful of trucks across more than one depot, the dispatch desk has to coordinate seats, hand-offs, and a queue, on top of the trucks themselves.
KozyOps treats that as the baseline.
Window Strategies: how the schedule actually gets built
Every customer’s next delivery is driven by one of three Window Strategies, picked per system.
Degree Day
HDD per day is max(0, base_temp − avg_outdoor_temp). K-factor is HDD divided by gallons used between fills. Gallons consumed since the last drop is HDD accumulated divided by K. Trigger when remaining gallons hit the system’s reserve threshold. K is smoothed against a rolling average of the last three to five deliveries. Default base temp 65 degrees F. Weather data refreshes on a cycle.
Monitored
IoT readings by tank serial: float gauge, ultrasonic, pressure sensor, cellular or WiFi or LoRa transport. Built-in integrations with Otodata and Tank Utility. If a monitor goes stale past its grace period, the system falls back to a degree-day projection so the customer doesn’t disappear from the board. Degree day provides a forecast; monitor provides ground truth.
Calendar
Recurring fixed-interval deliveries. Day-of-week or specific-date triggers. Seasonal schedules (summer, winter, year-round) for customers whose usage is seasonal. Good for commercial accounts and for will-call customers you’ve talked into a cadence.
Across tenants, 1,847 tanks are monitored 24/7 through KozyOps today.
Systems and equipment
A system represents a group of equipment that all share the same fill connection. Manifolded multi-tank setups roll up to one system with one Optimum Delivery and one Recommended Capacity. Equipment underneath: Tank, Regulator (with expiration date), Filter, Other. Tank fields cover Size in gallons, Recommended Capacity, and Optimum Delivery. Notes split four ways so the right text reaches the right seat: Fill Location Notes, Custom Attributes, Next Delivery Notes for the driver, and Office Notes for the desk.
Equipment-level service history is attached to the same system the fuel side reads from. The tech and the driver are looking at the same record.
Bulk delivery on the route board
The Fuel Map shows every delivery request, manual and auto, geographically. Filter by Fuel Type, Routing Date, and Min or Optimal gallons. Lasso the polygon you want. Stage the load, assign a Terminal as the origin for pickup and drop-off of leftover, assign a Load Number, then drop the load onto a Route. Drag-and-drop placement on the route, drag the sequence, reuse routes from last week, optimize.
When you run more than one depot, filter the board by depot and the rest stays out of the way.
Cylinder exchange
Propane Exchange is a supported workflow at the product level. Taxes can be configured per exchange product. The Customer Account carries an Exchange chapter, and the Exchange book has Management, Routing, and Deliveries chapters of its own. You don’t bolt cylinder swap on to a bulk system; it has its own routes, its own tickets, its own line items.
Will-calls on a shared queue
Customer-initiated requests, with optional payment at the time of the call through Kozy Payments or the customer portal. The request lands on the desk’s shared queue and flows to the driver’s iPad. Any seat at the desk can take the call. Multi-seat hand-off doesn’t drop the context.
The driver’s day on KozyServiceman
Pre-trip Checklist Banner is required before the first stop: inventory, safety, mileage. BOD readings on the truck, EOD readings at the end of the shift, mileage and meter readings against both. With Meter mode pairs a Bluetooth or wired LCR meter, Start Delivery, live gallons on the screen, End Delivery, ticket prints, sync. Manual mode for the stops you ran by stick: gallons, additives and flags, printer, preview, Sync. Offline mode stores everything locally and runs Sync Pending the second the truck comes back to signal. Pickups and transfers back to the terminal close out the leftover.
The same iOS app handles service orders, so an ATU or ACT visit runs through the same driver’s day as the bulk drop. See the iOS app
Fuel assistance, at program scale
Authorizations, contracts, vendor pricing, third-party assistance programs. Daily checks for stale vendor pricing so you don’t deliver against numbers from a week ago. Authorization and contract expirations are cron-driven, not someone-remembering. Backend models for fuel-assistance vendors landed in v3.10.0. For operations carrying hundreds of state-program accounts, this is a department’s worth of work that the platform already understands.
HVAC on the same trucks
Most propane dealers we work with also run heating and cooling service. ATU (heating equipment) and ACT (cooling equipment) tabs sit on the service ticket. The Tune Up Scheduler has ATU Email List and ACT Email List bulk-add for the spring and fall pushes. Service plans, parts, projects, equipment readings, all in the same platform. Any fuel you sell, any trade you also run, on the same trucks. See the service side
Customer holds
Going to Florida for the winter? On hold until April. The schedule stops surfacing them. The change is logged with the seat that did it.
Reporting
The Fuel Delivery Report aggregates expected vs delivered, shortages, margin, and leftovers per fuel type. Aging buckets and ledger cards live in the AR side. Route board and dispatch metrics on the operations side.
Things that aren’t here yet
- Field cylinder fills (refilling cylinders in the field): on the roadmap.
- In-app driver chat: SMS via Twilio is the channel today.
- Tap-to-pay in the truck: coming. Payments run through the office or the customer portal today.